Change an Invoice After You Sent It

To change charges on a job, open its bill items, edit them, and save. The job and its associated bill update together. If the bill is past draft, KeyBolt shows This change will update Invoice #... and explains the new total and remaining balance before you continue.

Update the Existing Bill From the Job

1. Open the job and its bill items in the Finance area or bill card.
2. Change the description, quantity, price, or tax as needed.
3. Save and read the confirmation. Check the bill number, old and new totals, and money already collected.
4. If offered, leave Email the customer that their bill was updated checked to notify them, or untick it.
5. Tap Continue, or Cancel to leave the bill as it was.

The customer keeps the same invoice number and pay link. A draft updates without the sent-bill notice. If no email recipient is available, KeyBolt tells you no email will go out; contact the customer yourself.

What Happens to Money Already Paid

• If the new total is above what they paid, the difference becomes the balance due. A fully paid bill can become partly paid.
• If the new total equals what they paid, the bill is paid in full.
• If they paid more than the new total, the confirmation shows the credit you owe them. KeyBolt does not refund that money automatically.

Check the result and arrange any refund through the payment provider when needed.

The Separate Edit Amount Action

On eligible job-linked bills, the Invoices page also has Edit amount. That correction action is different from editing the job's bill items: it can replace an unpaid bill, send an additional bill for an increase after payment, or record a credit memo for a decrease. Read its confirmation before accepting. Do not use it expecting the job editor's in-place update.

Invoice Details and Voiding

Payment terms, a PM work order number, and notes can be edited in the job's Invoice details card. If a bill should not exist at all, use Void on the invoice and give a reason. A voided bill remains in your records.

Your role controls which corrections you can make. See Issue Credit Memos for balance credits, and Remove a Payment Recorded by Mistake for a mistaken cash or check entry.